Setting Up Your Workspace

Creating a project in Soto is the first step to organizing your workflow and ensuring seamless collaboration. This guide will walk you through setting up a project, customizing its features, and making it work for your team’s needs.

1. Creating a New Project

Before you start assigning tasks, setting deadlines, or managing workflows, you need to create a project within the platform. Follow these steps to set up your first project:

1. Log in to Your Account – Ensure you have the necessary permissions to create a project.
2. Navigate to the Projects Section – Click on the “Projects” tab in the main dashboard.
3. Click on "Create New Project" – Locate the “+ New Project” button and select it.
4. Enter Project Details – Fill in essential details, such as:
   • Project Name – Choose a clear, descriptive title.
   • Project Description – Briefly explain the purpose of the project.
   • Project Type – Select from available templates (e.g., Agile, Kanban, Scrum).
5. Set Visibility & Permissions – Choose whether the project is public, private, or accessible to specific team members.
6. Click “Create” – Once all details are filled in, confirm the creation.

After completing these steps, your project will appear in the dashboard, ready for customization.

2. Customizing Your Project Layout

Every team has different workflows, and customizing your project ensures it aligns with your processes. Here’s how you can tailor it to your needs:

Choosing a View: Board, List, or Timeline

Depending on your preference and project type, you can choose from multiple views:

• Board View – Ideal for teams using Kanban-style task management.
• List View – A structured way to track tasks in a linear format.
• Timeline View – Best suited for projects that require scheduling and dependencies.

To change the view, navigate to the project settings and select the preferred layout.

Adding Sections or Categories

Organizing your project into sections or categories helps break down work efficiently:

• Create sections for different phases (e.g., Planning, Development, Review).
• Group tasks by department or responsibility (e.g., Design, Marketing, Engineering).
• Use labels and color-coding to categorize tasks visually.

To create a new section:

1. Open the project and click on “Add Section”.
2. Enter a section name and choose a color (if available).
3. Click Save to apply changes.

3. Setting Up Project Preferences

Configuring Task Priorities and Statuses

Every project involves different levels of urgency. To keep tasks organized:

• Assign priority levels (e.g., High, Medium, Low).
• Customize task statuses beyond the default (e.g., “In Review,” “Blocked,” “Ready for Deployment”).
• Enable automatic status updates based on task completion.

Adjusting Notifications and Alerts

Stay informed without being overwhelmed by unnecessary notifications. You can:

• Enable or disable real-time notifications for project updates.
• Choose to receive alerts via email, push notifications, or in-app messages.
• Set reminders for deadlines and upcoming tasks.

To modify these settings, go to Project Settings > Notifications and adjust preferences.

4. Inviting Team Members and Assigning Roles

Collaboration is key in any project. To invite teammates and set permissions:

1. Navigate to Project Settings > Team Members.
2. Click "Invite Member" and enter their email address.
3. Assign a role:
   • Project Admin – Full access to project settings and team management.
   • Editor – Can create, edit, and assign tasks.
   • Viewer – Can view tasks but cannot edit.
4. Click Send Invite, and the member will receive an email to join.

You can also create custom roles with specific permissions based on your organization’s needs.

5. Enhancing Your Project with Custom Fields and Integrations

To make your project more efficient, consider adding custom fields and third-party integrations.

Custom Fields

Use custom fields to track specific project details such as:

• Budget allocation
• Estimated hours vs. actual time spent
• Client or stakeholder information

To add a custom field:

1. Go to Project Settings > Custom Fields.
2. Click "Add Field", choose a field type (text, dropdown, date, etc.), and name it.
3. Save and apply it to the project.

Integrations

Connect your project with essential tools like:

• Slack – Get real-time project updates in team channels.
• Google Drive – Attach documents and collaborate efficiently.
• Jira or GitHub – Sync development tasks with engineering workflows.

To integrate with third-party apps, go to Settings > Integrations and enable the tools you need.

6. Final Review and Best Practices

Once your project is set up and customized, here are some best practices to follow:

Review project settings regularly – Ensure permissions, views, and workflows still align with team needs.
Encourage team members to update statuses – Keeping tasks current helps with project tracking.
Leverage templates for repetitive projects – Save time by reusing successful structures.
Monitor project performance – Use reports and analytics to measure progress and adjust strategies as needed.

By following these steps, you’ll have a well-structured, fully customized project that enhances efficiency and collaboration.

Effective collaboration begins with properly adding and managing your team within the tool. Ensuring the right people have access, assigning appropriate roles, and maintaining clear organization helps streamline workflows and boost productivity. This guide will walk you through inviting new team members, assigning permissions, and managing roles efficiently.

Inviting Team Members to a Project

Once a project is set up, the next step is to bring in your team. Adding members allows them to collaborate, contribute, and stay updated on project progress. To invite a team member, navigate to the project’s settings and locate the Team Management section. Here, you’ll find an option to add new users by entering their email addresses or selecting them from the organization’s existing directory.

When sending an invitation, it’s important to ensure that the right permissions are assigned from the start. Each member should have the appropriate level of access based on their responsibilities within the project. After sending the invitation, the team member will receive an email with instructions on how to join and start participating.

Understanding User Roles and Permissions

Not every team member requires full administrative control over a project. Assigning roles helps maintain structure and ensures that users only access the features relevant to their work. The tool provides multiple role levels, including administrators, editors, and viewers.

Administrators have full control over the project, allowing them to modify settings, invite new members, and manage permissions. This role is typically assigned to project leads or managers who oversee the workflow. Editors, on the other hand, have the ability to create, modify, and assign tasks but may not have access to critical project settings. This role is ideal for team members who are actively involved in executing project tasks. Viewers, the most restricted role, can observe project progress but cannot make any modifications. This role is useful for stakeholders or clients who need visibility without direct involvement.

To adjust a member’s role, visit the Team Management panel within the project settings. Here, you can change access levels, revoke permissions, or promote users when necessary. Keeping roles clearly defined helps maintain security and ensures that each user’s responsibilities are well-structured.

Managing Team Member Activity and Engagement

As teams grow, keeping track of each member’s activity becomes crucial. Regularly monitoring engagement helps ensure that everyone is contributing effectively. Within the Activity Log, project admins can review recent actions such as task assignments, deadline modifications, and status updates. This feature provides insight into team performance and allows managers to address potential bottlenecks early.

Encouraging team members to update their task progress regularly is essential for keeping the project on track. Assigning clear responsibilities and setting expectations for check-ins can prevent misunderstandings and ensure that deadlines are met. Additionally, team communication tools within the platform allow members to leave comments, ask questions, and collaborate in real-time, reducing the need for lengthy email threads or external messaging platforms.

Handling Member Transitions and Access Revocation

Projects often evolve, and team structures may change over time. Whether a member’s role shifts, they move to another project, or they leave the organization, managing transitions smoothly is essential. Removing a user from a project should be done carefully to avoid losing any valuable input they’ve contributed.

Before revoking access, it’s advisable to review their assigned tasks and reassign them to other team members. This ensures that ongoing work is not disrupted. Once tasks are transferred, navigate to the Team Management section and remove the user from the project. In cases where a team member is transitioning to a different role, updating their permissions rather than removing them may be a better approach.

Ensuring that only active, relevant users have access to a project minimizes security risks and keeps the workspace organized. Periodically reviewing the team list and updating permissions as needed can help maintain efficiency and clarity within the project.

Best Practices for Effective Team Management

Maintaining a well-organized team structure requires a proactive approach. Regularly checking user roles, ensuring that responsibilities are clearly defined, and encouraging communication all contribute to a successful project. Encouraging feedback from team members about workflow improvements can also enhance collaboration and make the platform more effective for everyone involved.

By carefully managing team access and maintaining a structured approach to collaboration, the tool helps teams work more efficiently, stay aligned, and drive projects forward without unnecessary roadblocks.

Managing permissions effectively ensures that every team member has the right level of access to perform their tasks without unnecessary restrictions or risks. A well-structured permission system helps maintain security, streamline collaboration, and prevent unauthorized changes within a project.

Understanding the Role-Based Access System

Within a project, team members are assigned roles that define their level of control over tasks, settings, and overall project management. A clear hierarchy of permissions prevents confusion and ensures that sensitive configurations remain protected while allowing flexibility for everyday contributors.

Roles are structured to support different levels of involvement. Administrators have the highest level of access, allowing them to modify project settings, manage team members, and oversee workflow structures.

Editors are granted permissions to create, modify, and assign tasks but may not be able to change core project settings. For those who need visibility without direct interaction, Viewers can access the project but cannot make modifications.

Choosing the appropriate role for each team member ensures that responsibilities remain clearly defined. When new members are added, setting permissions correctly from the beginning prevents disruptions and maintains project integrity.

Assigning and Adjusting Permissions

Roles and permissions can be configured during the initial team setup or adjusted as the project evolves. To assign a role, navigate to the Team Management section and select the user whose permissions need to be modified. The available roles will be listed, and selecting a new one will immediately update their access level.

For organizations with complex workflows, custom roles can be created to meet specific needs. These roles allow for granular control over actions such as creating new projects, modifying workflows, or accessing sensitive data. By tailoring permissions to match job functions, the project remains both flexible and secure.

Ensuring Secure Access Control

A structured permission system not only improves efficiency but also strengthens security. Limiting administrative access to only essential users reduces the risk of accidental or unauthorized changes. In larger teams, periodic reviews of permissions help ensure that access levels remain aligned with current responsibilities.

When a team member's role changes or they transition to a different project, their permissions should be updated accordingly. Instead of removing access entirely, adjusting roles allows for a smooth transition without disrupting ongoing work. In cases where a user no longer requires any access, deactivating their account or revoking permissions prevents unnecessary exposure of project information.

Best Practices for Managing Permissions

To maintain an efficient and secure permission structure, consider the following best practices:

• Assign roles based on responsibilities rather than seniority. Permissions should reflect what a team member needs to do within the project, not their job title.
• Regularly review permissions and update them as needed. As projects evolve, so do team roles. Ensuring permissions stay relevant minimizes confusion and security risks.
• Limit administrative access to key individuals. Too many users with full control can lead to inconsistencies and potential errors in project settings.
• Use custom roles when necessary. If default roles do not provide enough flexibility, create specialized permissions tailored to specific job functions.
• Monitor activity logs to track changes. Reviewing updates made by team members helps identify any accidental modifications or unauthorized actions.

By carefully managing permissions and roles, teams can collaborate efficiently while maintaining the security and stability of their projects. Proper access control ensures that every team member has the tools they need without unnecessary complexity or risks.